Tisk Task

I am one of those people who love making to-do lists. Actually I love making lists even more than crossing off completed tasks on a list. So when I say I have tried out lots of to-do lists, I am not kidding.

I have created priority-based lists as well as those based on Getting Thing Done. I have tried many paper-pencil lists including a household management binder full of specialized lists. And of course, I have tried several digital applications: Outlook, Todoist, Remember the Milk, 30boxes, Nozbe, Toodledo, Ta-da Lists...are just the ones off the top of my head. All of this list making has become quite an effective procrastination technique for me.

Three things I definitely know about myself when it comes to using a to-do list: 1) I work better using the K.I.S.S. philosophy.  With more complicated list systems, I get way too caught up in setting up timetables or putting tasks into 'categories', 'priorities', 'contexts' and the like, which then keeps me from actually completing anything. Also, I need something that is viewable, editable, and sync-able on my Blackberry. And finally, I would really, really prefer to have these features for free.

Well, recently I started using Gmail Tasks, an add-on to my Gmail account, and have found that I am 'making' a lot less and 'doing' a lot more.

With Gmail Tasks I can:

• Create multiple lists
• Create a list hierarchy (make sub-tasks by indenting under a general entry)
• Move task items to different lists
• Create due dates (but not reminders...however, with the constant improvements Google makes with its apps, I can't believe that this feature isn't coming)
• Create a note for a task (e.g. under 'get JP baseball socks' - I created a note that they must be white with a dark green stripe)
• Sync with my smart phone
• Not only can I view my task list in my Gmail account window, but I can also view it in my Firefox side-bar even when Gmail is not open, or in iGoogle.

Here is how I use Gmail Tasks to keep myself 'doing':

I created three primary lists: 

General To-Do:  This is my brain dump list.  Using the intent feature, I created categories and corresponding subtasks (e.g. calls to make, errands, cleaning).  

Shopping: I created headings with store names (e.g. Target, Costco, etc) and then place items I need as indented subtasks.

Must Do Today: I try to keep this list short and include only those items that absolutely have to be completed today.

I review and move:

Because it is so easy to move tasks from one list to another, most of my tasks (other than shopping items) start on my General To Do.  As I think of things that must get done, I add them to this list either from my computer or from my Blackberry.  Then each morning, I review this list and move the appropriate items to the Must Do Today list.

I shop with my Blackberry in hand:

I love, love using my shopping list.  I easily see all items I need to buy listed by store name.  I check off purchased items which are then synchonized with my Gmail account.

So, yes this is one more Google app that I am using.  Oh well, Google already knows a lot about me...it has information on what I surf for on the web, what blogs I read, what pictures I share, who I email, what and when my appointments are...so I guess it is only fitting that it also keeps track of what I need from Target.

For a well written introduction on getting started with Gmail Tasks go here.

Favorite Hack: Portable Paper Processing Station

Although I have been moving towards electronic communication, we still get a huge amount of information via paper - receipts, notes from school, snail mail, etc.  This is not good for someone like me who has a freak need to keep things organized and put away, but not a lot of time to process information as it comes in.  I needed to find a way to efficiently sort all of this paper.

I use a handy-dandy portable file box with the following section headings:

• To Be Paid
• To Be Put on the Calendar
• To Be Submitted For Reimbursement: Typically business or healthcare expenses
• School Follow-Up: Sign-ups, permission slips, etc
• General Follow-Up: Any non-school item that requires an action
• To Be Filed: I still keep a hard copies of a few items (e.g. tax information, receipts for big purchases). 
• To Be Shredded: Credit card offers, any correspondence with an account number.
• Shopping Receipts: I keep receipts until purchases are categorized in Quicken, then I shred.  Luckily, most stores now can process refunds without receipts if the merchandise was purchased on a credit card.  

Everything that doesn't make into the file box goes into the recycling bin.

Basically, I use the file box as a 'to-do' list.  Every few days I look through the box and determine what tasks I have time to complete.  Armed with my portable file box, a laptop, and a cordless phone, I can work on my 'list' anywhere while remaining within visual range of the kiddos.